Executive Assistant

Job title:

Executive Assistant

Company

University of Waterloo

Job description

OverviewThis position is responsible for supporting the Dean, processing legal documents, acting as secretary to the Dean’s Advisory Committee on Health and Well-being, supporting the Indigenous Knowledge Keeper and coordinating multiple administrative needs of the faculty. Event management for Indigenous and health and wellbeing initiatives is also a key responsibility of the role.ResponsibilitiesADMINISTRATIVE ASSISTANCE TO THE DEAN

• Manages the Dean’s schedule and maintains the Dean’s calendar by prioritizing requested appointments and responding in a logical and timely way, while coordinating with the Dean
• Works closely with the Dean to ensure the Dean is fully briefed and prepared in advance of all internal and external appointments, meetings and calls and is aware of priority matters
• Organizes and prepares paperwork requiring the Dean’s signature and ensures it is accurate, complete, and has been reviewed by relevant members of the Dean’s office management team beforehand
• Maintains the Dean’s files and utmost confidentiality concerning details of the Dean’s discussions and correspondence
• Screens and prioritizes correspondence on behalf of the Dean
• Drafts speaking notes, emails and letters of support; proofreads and composes other written materials as requested
• Fields inquiries to the Dean’s Office and handles complex situations as they arise with speed and discretion, including changes in the Dean’s travel and other schedules, the need for urgent meetings and changes to detailed arrangements involving numerous others
• Acts as front-line representative of the Dean with influential and senior members of the university, business and prospect community and media, from UW and externally; greets visitors to the office and callers with professional courtesy, poise and warmth; understands and employs appropriate protocol with dignitaries and international guests
• Collaborates with the Dean’s Office Staff, UW personnel and visitors to effectively plan and implement events, ensuring that the Dean’s role is appropriately positioned
• Tracks for the Dean committee memberships, events attended, and training received relevant to Dean’s role
• Coordinates schedules with Administrator, Faculty Relations and Appointments and Executive Officer to ensure the Dean’s calendar includes sufficient preparatory time for duties such as tenure and promotion, merit and annual budgeting
• Tracks and assists the Dean with meeting deadlines
• Coordinates with the Dean’s research manager to ensure appropriate scheduling on both sides
• Coaches new staff regarding the Dean’s routines, availability and processes
• Schedules and ensures minutes are taken for Dean’s Office Updates, which are hosted by the Dean
• Maintains the Dean’s orientation manual and updates it annually

PRACTICUM PLACEMENT AGREEMENTS AND OTHER CONTRACTS:

• Ensures legal agreements for academic support units related to student practicum placements are reviewed by the Legal Services prior to obtaining the Dean’s signature
• Works closely with the Executive Officer to ensure that Faculty complies when executing contracts and agreements with external parties

COORDINATOR TO THE DEAN’S ADVISORY COMMITTEE ON HEALTH AND WELL-BEING

• Provides administrative support to the Advisory Chair and committee as a whole
• Drafts agendas and meeting minutes for Chair approval and circulates them to membership
• Administers Student-Led Initiative Committee (SLIC) funding for graduate students
• Schedules and attends update meeting each term between the Advisory Chair and the Dean
• Keeps the Dean abreast of information/initiatives that impact her role; liaises when Advisory has recommendations for the Dean
• Manages committee membership from the three academic units, including faculty, staff, graduate, and undergraduate students, and ongoing and invited guests. Welcomes new members and acknowledges leaving members; updates membership information on all platforms, including Dean’s Advisory Committee on Health and Well-being web page, Microsoft Teams, Outlook calendar group list and LEARN
• Updates and stores administrative items on LEARN and the shared drive, including Terms of Reference, current membership list; tracking of membership dates and other related committee work; agendas and minutes; initiatives and events files; products and Advisory Committee reports
• Updates Advisory web page with any new information as needed
• Maintains Outlook web access account to send/receive emails from the Advisory email account and monitors this mailbox with the Advisory chair and answers as appropriate
• Works with the Advisory Chair on forecasting the budget for the next fiscal year and after appropriate review, seeks the Dean’s approval

EVENT PLANNING

• Works closely with the Faculty’s Indigenous Knowledge Keeper and Indigenous Relations office to develop, implement, promote, and evaluate current and new Faculty-wide events that support Indigenous initiatives
• Works closely with Health and Well-being Committee members to support the implementation of Faculty-wide events
• Works with the Communications team to develop and implement promotional materials
• Identifies and oversees online registration systems for events
• Manages supplier relationships to ensure quality, budget and delivery objectives are met
• Conducts pre-and post-event reports that document registration, attendance, metrics of success (e.g., surveys) for future reference
• Works with the Student Relations Officer to recruit student volunteers
• Responsible for recruiting, assigning and monitoring workload of co-op students

FACULTY OFFICE ADMINISTRATION

• In the Dean’s Office, recommends and encourages process improvements to enhance the efficiency and streamline procedures; organizes, maintains and recommends updates to virtual and physical filing system for the Faculty
• Writes Faculty of Health guidelines as required
• Serves as point of contact in the absence of Administrator, Faculty Relations and Appointments, Executive Officer and Dean’s Office Assistant
• Supervises and manages the Dean’s Office Assistant on various tasks performed as part of daily routines
• Responsible for recruitment, conducting performance reviews, coaching, and mentoring of the Dean’s Office Assistant
• Oversees all room bookings, procedures, and equipment, making sure that the system remains efficient, and works with faculty and staff on specific projects to ensure that space requirements are met for all parties

Qualifications

• University degree required. Additional education or training in events management or public relations is an asset
• 5 years of executive level administrative support required
• Demonstrated experience managing the priorities of a senior leader with competing demands, changing priorities and complicated international travel and protocol
• Demonstrated experience coordinating events/meetings and briefing materials for a senior leader
• Demonstrated track record of event management, including planning and project execution with attention to detail
• Experience using independent judgement and handling confidential information
• Experience in interpreting University of Waterloo policies, procedures and operating requirements
• High understanding of confidentiality and the importance of data integrity
• Excellent oral and written communication skills
• Demonstrated initiative, sound judgment, tact and diplomacy
• Able to work both collaboratively as well as with little to no supervision to undertake a wide range of administrative duties
• Proven ability to balance conflicting demands and prioritize tasks effectively
• Ability to deal with ambiguity and handle stressful and difficult situations with composure
• Strong ability to balance workload under short deadlines and changing priorities in a fast-paced environment
• Proficient in Microsoft Office suite of software
• Occasional evening and weekend work may be required.

Equity StatementThe University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within the .The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at or 519-888-4567, ext. 45935.

Expected salary

$54119 – 67649 per year

Location

Waterloo, ON

Job date

Fri, 24 May 2024 04:10:36 GMT

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